LOCKSMITH Aug 2026 Solicitation PDF File of PUBLISHED-in-PDF Solicitation.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

1 145

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

693JK426R500006

4. TYPE OF SOLICITATION

X NEGOTIATED (RFP)

5. DATE ISSUED

08/10/2026

6. REQUISITION/PURCHASE NUMBER

7. ISSUED BY CODE M-63-MOWERY 8. ADDRESS OFFER TO (If other than Item 7)

US Department of Transportation

OST Acquisitions Services M-63

1200 New Jersey Ave S.E.

James H. Mowery III, CO

Washington DC 20590

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in until 11:30 PM EDT local time

(Hour)

08/25/2026 (Date)

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME

James.mowery@dot.gov

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

AREA CODE

NUMBER

EXT.

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE X

K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE

X G CONTRACT ADMINISTRATION DATA X L INSTRS., CONDS., AND NOTICES TO OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS X M EVALUATION FACTORS FOR AWARD

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

AWARD (To be completed by government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304 (c) ( ) 41 U.S.C. 253 (c) ( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

James H. Mowery III james.mowery@dot.gov

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232.8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME

AND

ADDRESS

OF

OFFEROR

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

Section A - Solicitation/Contract Form

PART I—SCHEDULE

LOCKSMITH SUPPORT SERVICES FOR DOT

Solicitation No. 693JK426R500006

B.1 OVER-VIEW

Proposal-Submission-Deadline: 11:30 PM Eastern Daylight Time, August 25, 2026.

Proposal-Submission-Method: E-Mail. All proposals must be received by DOT, via E-

MAILED submission, by this Solicitation’s Proposal-Submission-Deadline. All proposals shall be e-mailed to all of the following DOT E-Mail addresses: james.mowery@dot.gov ; and

Hank.Clyatt@dot.gov and Rod.Stephens@dot.gov.

Competitive Small Business Set Aside: This Locksmith Solicitation is a competitive

SMALL-business-set-aside acquisition. This Solicitation’s controlling NAICS Code is 561622, which has an

SBA-specified small-business-size-standard of $25,000,000. Accordingly, each offeror-company’s average annual gross-revenue, as computed across the offeror-company’s five most-recently-completed company-fiscal years, must be LESS than $25,000,000.

Note 1: QUESTIONS Regarding this Solicitation: No phone calls, please. All prospective offerors / bidders are asked to please do their best to e-mail their QUESTIONS concerning this Locksmith Support Services Solicitation numbered 693JK426R500006, by 11:30

PM Eastern Daylight Time August 17, 2026, to all of the following addresses:

james.mowery@dot.gov ; and to Hank.Clyatt@dot.gov and to Rod.Stephens@dot.gov. It is very important that each particular set of questions and comments be e-mailed SIMULTANEOUSLY to ALL of the e-mail addresses given above. DOT is not promising to answer any questions posed after 11:30 PM Eastern Daylight Time August 17, 2026.

Note 2: COMPRESSED Proposal-Submission-Calendar-Time: Since

DOT’s needed Locksmith-contractor-support-services, as described in this

Solicitation, are fundamentally COMMERCIAL in nature, this Solicitation exercises Federal-mailto:james.mowery@dot.gov mailto:Hank.Clyatt@dot.gov mailto:Rod.Stephens@dot.gov mailto:james.mowery@dot.gov mailto:Hank.Clyatt@dot.gov mailto:Rod.Stephens@dot.gov procurement-agency-rights given—anywhere in: (A) the Federal Acquisition Regulation (FAR), such as, but not limited to, the commercial-procurement-sections of the Federal

Acquisition Regulation (FAR); and (B) FAR Parts 12 and 13 and 15; and (C) the Revolutionary

FAR Overhaul (RFO)—to SHORTEN this Solicitation’s allowed proposal-submission-calendar-time, in accordance with the proposal-submission-deadline specified above.

Questions and comments are highly encouraged, but DOT is not promising to answer any question(s) received by DOT after 11:30 PM EDT August 17th, 2026. Please show this Solicitation’s identifying number (693JK426R500006) in the subject-line of your e-mail that poses your question(s) to DOT. When submitting questions and comments, please, in each particular question posed, also refer to the specific relevant text of this Solicitation. Each prospective offeror e-mailing questions to DOT should attempt to state each question in such a way that the offeror would have no objection to DOT’s publishing that precise question (and its answer) in a formal Amendment to this Solicitation. That is, each prospective Offeror should attempt to word each question in such a way that the publication of that question (and its answer) would not divulge any information that the prospective offeror considers to be proprietary or confidential. Further, any question concerning any apparent error or omission or ambiguity in this Solicitation, or concerning any problems or ambiguities in interpreting the specifications, terms or conditions or instructions or evaluation criteria in this Solicitation, shall include the questioner’s supporting rationale as well as a description of the remedies that the questioner is asking DOT to consider. All questions that DOT decides to answer will be collectively answered in writing, via DOT’s issuance of one or more Amendments to this Solicitation. Questions will not be attributed to the submitting companies.

BACKGROUND

DOT intends to award one and only one stand-alone contract from this Solicitation.

B.2 SUPPLIES / SERVICES

Locksmith Services for DOT. For additional detail, please refer to this Solicitation’s Statement of Work given below in this Solicitation.

B-3 CLAUSES AND PROVISIONS

A. Clauses and provisions from the Federal Acquisition Regulation (FAR) and Revolutionary FAR Overhaul (RFO) are incorporated in this document by reference and / or in full text. Those incorporated by reference have the same force and effect as if they were given in full text.

B. Clauses and provisions in this document are numbered in sequence but will not necessarily appear in consecutive order.

C. Sections K, L and M, as set forth in this Solicitation, will be removed from any resultant contract award, but Section K will be deemed to be incorporated by reference in that contract award.

(End of Section B)

SOLICITATION SECTION C ---STATEMENT OF WORK

STATEMENT OF WORK

U.S. Department of Transportation (DOT) Office of Security (M-40)

Locksmith Services

1. GENERAL REQUIREMENTS

Under general supervision, the contractor performs skilled level installation, repair and maintenance of locks, door closures, panic hardware systems, and electronic locking systems;

recombinant and adjust locks, including coding, key cutting and duplication. Assignments are received in the form of work orders. Contractor must also exercise tact and courtesy in contacts with supervisory and other agency personnel. Contractor reports to the DOT’s / M-40’s Supervisory Physical Security Specialist.

The contractor shall furnish all labor, unless otherwise specified herein, necessary to provide locksmith services for the following U.S. Department of Transportation facilities, three days a week for eight hours per day not including breaks:

(1) US Department of Transportation, SE Federal Center, 1200 New Jersey Ave., SE, Washington, D.C. (This will be the primary location the locksmith will report to)

(2) Federal Aviation Administration, Federal Building 10A, 800 Independence Avenue, SW, Washington, D.C.

(3) Federal Aviation Administration, Federal Building 10B, 600 Independence Avenue, SW, Washington, D.C.

2. DESCRIPTION OF SERVICES

(1) Install, replace, open, clean, repair, and perform preventive maintenance on locks for doors, other devices such as safes, hall gates, cypher locks, crash bars and various other types of locking equipment.

(2) Research and consult on new lock technologies.

(3) Change lock combinations, perform mechanical or computerized grand master, master, and sub master keying and rekeying.

(4) Disassembles, cleans, and repairs locks by replacing pins, springs, and other parts.

(5) Make new or duplicate keys.

(6) Diagnose operational problems in locks.

(7) Install and service all electrical devices such as emergency exit alarms, chimes, remote releases, electric strikes, and cipher/brute locks.

(8) Install equipment locks and computer tie-down cable locks.

(9) Emergency service for lockouts of Government-owned vehicles.

(10) Service and change safe combinations, troubleshoot safe problems, such as lockouts, and drill safes to open when necessary.

(11) Follows specifications for the installation of complex locking systems.

(12) Makes measurements and cuts materials to exact specifications for placement of locks.

(13) Perform periodic maintenance and repair on door closure systems, including but not limited to electromagnetic systems.

(14) Install, repair, and maintain all major types of locks, door closures, and panic hardware systems in accordance with work orders and instructions including, but not limited to conform to current federal, state, and local safety and security regulations.

(15) Open locks by use of lock picking tools, dismantling or other methods; repair locks by replacement of worn or broken parts or by adjustment or recombination of locks to the master / sub master system in use.

(16) Utilize key cutting machines, drills, saws, buffers and grinders, key gauges and locksmith tools.

(17) Determine proper methods to be used in key cutting and duplication.

(18) Use computer programs for keying and specification writing.

(19) Drill plugs from locks to gain access to rooms.

(20) Set up cores and cylinders for any type of lockset.

(21) Determine which keys/master keys are in the lock during setup.

(22) Use key gauge to read cuts on key.

(23) Use buffers and grinders in all key and lock applications.

(24) Properly stamp codes on keys with index.

(25) Perform other related duties incidental to the work described herein.

3. SPECIAL REQUIREMENTS

a) Graduation from high school, supplemented by course work in locksmith craft/trade and 3 to 5 years of experience in working with locks and lock paraphernalia or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

b) Possession of a valid driver’s license; must maintain a safe driving record.

c) Experience pinning equipment and key codes in the Best Locking System.

d) Must be physically able to operate a variety of machinery and equipment.

e) Requires the ability to speak and/or signal people to convey or exchange information, which includes giving and receiving instructions, assignments, or directions. Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in English and building trade’s terminology.

f) Requires the ability to read a variety of correspondence, reports, blueprints, work orders, invoices, etc. Requires the ability to prepare correspondence and reports.

g) Ability to perform manual labor for extended periods of time as required by work assignments.

h) Ability to establish and maintain effective working relationships as necessitated by work assignments.

NOTE: The preceding job description has been designed to indicate the general nature and level of work performed by contractor employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

4. OTHER

(1) Contractor will be paid the quoted fully-loaded hourly rate based on actual number of hours worked.

5. PERIOD OF PERFORMANCE

One year from date of award with four (4) one (1) year options.

6. INVOICING/PAYMENT

Payment will be made within thirty (30) days of receipt of accurate invoice using online government invoicing process.

ADDITIONAL SPECIFICATIONS:

A. Project Overview

DOT/Office of Security requires that the on-site Contractor personnel have the following qualifications: FBI Finger print checks, USCIS Immigration status checks, and NCIC checks as needed for contracted personnel, to be completed prior to allowing access to DOT’s buildings and locks.

B. M-40 Security Managers Contact Information

The OST / M-40 Office of Security point of contacts for this project is:

Rod Stephens Physical Security Specialist DOT / OST / M-40 Office of Security 202-366-5082 (Office) 202-366-7013 (Fax) nimrod.stephens@dot.gov

Hank Clyatt Physical Security Specialist DOT / OST / M-40 Office of Security 202-366-8020 (Office) 202-366-7013 (Fax) hank.clyatt@dot.gov mailto:nimrod.stephens@dot.gov mailto:hank.clyatt@dot.gov

C. Type of Contract: One stand-alone contract specifying Fixed Fully-Loaded Hourly Billing Rates for hours actually worked for DOT by contractor-company’s locksmiths.

USDOT will not be responsible for any mileage/travel charge for on-call service associated with support rendered at the USDOT headquarters facility in Washington D.C.

USDOT will not provide service manuals or service diagnostic software to the Contractor. The Contractor will obtain, have on file, and make available to its locksmiths, all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves will be provided to the Contracting Officer Representative (COR) upon request. Any charges for parts, manuals, tools, or software required to successfully complete any installation or service required are included within the contract’s specified fully-loaded hourly-pay-rates, unless specifically stated in writing otherwise.

D. Changes To Statement of Work

Any changes to this SOW will be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer (CO) will be borne by the contractor.

7.0 PLACE OF PERFORMANCE

DOT’s Headquarters in Washington, DC. (1200 New Jersey, Avenue, SE, Washington, DC 20590), and other

DOT locations as specified above.

8.0 PERIOD OF PERFORMANCE

Base Year: October 1, 2026 through September 30, 2027

Option Year One: October 1, 2027 through September 30, 2028

Option Year Two: October 1, 2028 through September 30, 2029

Option Year Three: October 1, 2029 through September 30, 2030

Option Year Four: October 1, 2030 through September 30, 2031

SECTION D—PACKAGING AND MARKING

D-1 PACKAGING AND MARKING

The Contractor shall package and mark all items to utilize the best commercial practices to ensure timely delivery to the FOB destination.

(End of Section D)

SECTION E—INSPECTION AND ACCEPTANCE

CLAUSES INCORPORATED BY REFERENCE

52.246-2 Inspection of Supplies – Fixed Price AUG 1996 52.256-3 Inspection of Supplies Cost-Reimbursement MAY 2001 52.246-4 Inspection of Services—Fixed-Price AUG 1996 52.246-5 Inspection of Services—Cost-Reimbursement APR 1984

E-1 INSPECTION AND ACCEPTANCE

A. GOVERNMENT INSPECTION AND ACCEPTANCE – Inspection and Acceptance of services or supplies (i.e., On-Site and Off-Site) called for hereunder shall be performed by designated representatives of the Contracting Officer in accordance with Section C, Statement of Work and accepted as specified in each Task Order.

B. Appointed Contracting Officer’s Representative (COR) will participate in the administration of this contract specifically to evaluate contractor performance and inspect services for the Government. This designation does not include authority to direct and/or authorize the Contractor to make changes in the scope of the terms of the contract without the written authority of the Contracting Officer. The Contracting Officer will notify the Contractor in writing of names, duties, and limitations of appointed CORs.

See Section G for the submission of invoices for payment.

(End of Section E)

SECTION F—DELIVERIES OR PERFORMANCE

CLAUSES INCORPORATED BY REFERENCE

52.242-15 Alt 1 Stop-Work Order – Alternate I APR 1989 52.242-17 Governmental Delay of Work AUG 1984

F-1 PERIOD OF PERFORMANCE

See above.

F-3 PLACE OF PERFORMANCE

DOT’s Headquarters located at 1200 New Jersey Avenue, Washington, D. C. 20590.

F.4 OBSERVANCE OF LEGAL HOLIDAYS AND EXCUSED ABSENCE

A. The Government hereby provides NOTICE and Contractor hereby acknowledges RECEIPT that Government personnel observe the listed days as holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25 Inauguration Day January 20 every four years

B. In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President’s Proclamation C. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the individual Order.

In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

This provision does not preclude reimbursement for authorized premium pay, if applicable to this contract.

D. When the Federal, State, Local and other governmental entities grants excused absence to its employees, the Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer, Contracting Officer’s Technical Representative (COR), or the Government’s Task Order’s Representative (TOR).

(END OF SECTION F)

SECTION G—CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION DATA

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government points of contact during the performance of the contract.

G.2 CONTRACTING OFFICER

All contract administration will be affected by the Contracting Officer (CO) identified below.

The CO has the overall responsibility for the resultant contract.

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, and requirements. No changes in or deviations from the scope of work shall be affected without a Supplemental Agreement executed by the CO authorizing such changes. Written communications to the CO shall make reference to the contract and shall be mailed to the address listed below. The CO may delegate certain other responsibilities to his/her authorized representatives or Contracting Officer Representative (COR).

The Contracting Officer (CO) for this contract is:

James H. Mowery III U.S. Department of Transportation Office of the Secretary Senior Procurement Executive Acquisition Services Division (M-63) 1200 New Jersey Avenue, S.E.

Washington, DC 20590 Tel: (202) 366-4959 or (703) 836-5924 E-Mail Address: james.mowery@dot.gov mailto:james.mowery@dot.gov

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

A. The Contracting Officer’s Technical Representative (COR) will have general oversight of the contractor’s performance related to the contract, and shall be responsible for the application of technical approaches and program components.

Note: Technical Directions are defined to include:

1. Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

2. Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

3. Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

B. The COR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

(1) Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

(2) Perform or cause to be performed, inspections necessary in connection with a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as "Contracting Officer’s Technical Representative" with a copy furnished to the Contracting Officer.

(4) Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

(5) Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems.

(6) Oversee the contractor’s efforts to obtain necessary security clearances and appropriate identification if access to Government facilities is required.

C. Limitations: The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The COR may not take any action which may impact on the base contract schedule, funds, scope or rates. All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules shall be made only by the Contracting Officer.

D. Contractual Problems - Contractual problems, of any nature, that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e.

Federal Acquisition Regulation and Department of Transportation Acquisition Regulation). The Contractor shall bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems.

The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this contract.

Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the Contracting Officer, the change will be considered to have been made without authority.

E. The COR’s direction shall not include assignments of work outside the scope of this contract, nor be of such a nature as to cause an increase or decrease in the price of this contract or otherwise affect any other provision of this contract.

F.. Failure by the Contractor to report to the Contracting Officer, any action by the Government considered to be a change, within the specified number of days contained in FAR 52.243-7 (Notification of Changes), waives the Contractor's right to any claims for equitable adjustments.

The Contracting Officer’s Representative (COR) for this contract is:

Hank Clyatt Supervisor Office of Security, M-40 U.S. Department of Transportation 1200 New Jersey Avenue, S.E.

Washington, DC 20590 E-Mail Address: Hank.Clyatt@dot.gov

G.4 ROLES AND RESPONSIBILITIES

The Government’s oversight and management of the anticipated contract award will include a Government Contracting Officer and a Contracting Officer’s Representative (COR).

A. Government Contracting Officer:

The Government’s CO has overall responsibility and ultimate authority consistent with applicable warrant(s) for this contract. The CO will review and approve any all contract modifications.

B. Contracting Officer’s Representative (COR) The COR will have general oversight of the contractor's performance related to this contract, and the application of technical approaches. The contract COR will:

(1) Monitor the contractor's overall performance related to this contract, and, as necessary, take appropriate steps to address performance issues;

(2) Review reports required by this contract;

(3) Monitor the contractor's compliance with applicable policies and procedures; and

(4) Monitor the contractor's compliance with reporting requirements.

C. Contractor Responsibility

The Contractor shall integrate its work with DOT centralized best practice policies and procedures, and tools for design, implementation, evaluation, and success/impact reporting so as to avoid duplications of effort, unnecessary redundancies, and/or deviations that are not cost effective for the DOT in aggregate.

The Contractor shall furnish the Government’s cognizant CO with the name of the designated Program Manager (PM) assigned to manage and represent this contract.

The Contractor’s PM is key person (see H.10 “Key Personnel”) for this contract and shall be available for applicable activities at the beginning of the contract.

The Contractor shall designate by name a contract administrator for this contract, who shall be the authorized as the contract administration point of contact for the Government’s CO for this contract. The Contractor’s designated contract administrator is a key person (see H.10 “Key Personnel”) for this contract and shall be available for applicable activities at the beginning of the contract.

The Contractor shall establish and maintain documented internal quality controls ensuring that activities under this are compliant with contract requirements.

G.5 CONTRACT CHANGES

The Government reserves the right to modify resource requirements as work, funding and changing conditions require. Proposed changes in support and funding may occur at the discretion of the Government. Failure of the parties to reach a mutual agreement may be resolved pursuant to the Dispute clause of this contract or by unilateral withdrawal of the specified work by the Government from this contract and applicable funding reductions.

G.6 DRAFT INVOICE

The Contractor shall submit within thirty (30) days after the end of each month a draft copy of each invoice by email to the COR for approval. The COR will review and provide the contractor approval. If no changes are required, the contractor shall submit a final invoice for payment.

(See G.7 Submission of Final Invoices).

Invoices shall contain the appropriate information required to be a proper invoice, including the contract number and applicable line-item numbers (CLIN).

G.7 SUBMISSION OF FINAL INVOICES

The Contractor shall be required to submit final monthly invoices in accordance with the following:

(a) An original of each invoice shall be submitted to the e-mail address specified below

(and one (1) e-mailed copy of each invoice shall be e-mailed to the COR):

U.S. Department of Transportation/FAA Attn: WCF Account, c/o AMZ-160 P.O. Box 25730 Oklahoma City, OK 73125

9-AMC-AMZ-OSTWCF@FAA.GOV.

b. Each invoice submitted to the Government for payment shall include the following:

(1) Contractor Name, Address, Phone, Fax

(2) Contract Number DTOS59-14XXXXX, Modification, Delivery Order number

(3) Contract Federal Tax Identification No.

(4) Invoice Number

(5) Payment Terms

(6) Period of Performance being billed (i.e., Oct 1 – 30)

(7) Applicable Contract Line Item

(8) Description of Supplies/Services

(9) Quantity

(10) Unit Price

(11) Total Price per line item

(12) Total invoice amount

(13) Contractor remit to address

(14) Contractor POC for billing questions

Name:________________________ Phone:________________________ Fax:__________________________

c. Billing shall begin on the first of every month and end on the last calendar day of the month.

Additional Information Relating to this Section G.7:

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(a) Definitions. As used in this clause -

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Payment request means a bill, voucher, invoice, or request for contract financing payment or invoice payment with associated supporting documentation. The payment request must comply with the requirements identified in

FAR 32.905(b), “Content of Invoices,” this clause, and the applicable Payment clause included in this contract.

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

mailto:9-AMC-AMZ-OSTWCF@FAA.GOV

(4) Invoice payment has the meaning given in FAR 32.001.

(b) ELECTRONIC PAYMENT REQUESTS. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Governmentwide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) The Department of Transportation utilizes the Delphi eInvoicing web-portal for processing invoices. For vendors submitting invoices, and certain grantees submitting payment requests, they will be required to submit invoices to OST electronically via the Delphi eInvoicing web-portal which is accessed via https://einvoice.esc.gov, and is authenticated via www.login.gov. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and be credentialed through login.gov. See www.login.gov for instructions.

(d) In order to receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in the Delphi eInvoicing web-portal shall contain the following:

(1) Invoice number and invoice date.

(2) Period of performance covered by invoice.

(3) Contract number and title.

(4) Task/Delivery Order number and title (if applicable).

(5) Amount billed (by CLIN), current and cumulative.

(6) Total ($) of billing.

(7) Cumulative total billed for all contract work to date.

(8) Name, title, phone number, and mailing address of person to be contacted in the event of a defective invoice.

If the contract includes allowances for travel, all invoices which include charges pertaining to travel expenses will catalog a breakdown of reimbursable expenses with the appropriate receipts to substantiate the travel expenses.

(e) PAYMENT SYSTEM REGISTRATION. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and password and be credentialed through login.gov.

(1) ELECTRONIC AUTHENTICATION. See www.login.gov for instructions. Click on the following link for instructions on establishing a login.gov account: https://login.gov/help/.

(2) To create a login.gov account, the user will need a valid email address and a working phone number. The user will create a password and then login.gov will reply with an email confirming the email address.

(3) Agency POC’s will be responsible for communicating with vendor POC’s to initiate the Delphi eInvoicing account creation process. Vendor POC’s who will require access to the eInvoicing web-portal for invoice submission and payment tracking purposes will be required to provide their full name, valid email address, and current phone number to the agency POC to initiate the Delphi eInvoicing web-portal account. Vendor users and the agency POC will be notified via e-mail when the account is created. The vendor user will be provided detailed instructions for logging into their Delphi eInvoicing account.

The OST POC is:

Omarr Lee

Omarr.Lee@dot.gov

(202) 366-0475

If the Vendor has any general questions or issues accessing the iSupplier web-portal, please have them contact the

ESC iSupplier helpdesk either at:

mailto:Omarr.Lee@dot.gov

1. https://einvoice.esc.gov/

2. Call Delphi helpdesk at 1-866-641-3500, option #4, then option #3

(4) Training on Delphi. To facilitate use of DELPHI, comprehensive user information is available at http://einvoice.esc.gov

(5) ACCOUNT MANAGEMENT. Vendors are responsible to contact the Delphi Help Desk when their firm’s points of contacts will no longer be submitting invoices so they can be removed from the system. Instructions for contacting the Delphi Help Desk can be found at http://einvoice.esc.gov

OST vendors shall submit invoices to OST electronically via the Delphi eInvoicing web-portal. To initiate this process, you are requested to provide OST with information (company name, contract/task order number/purchase order (PO) number, and up to two Point of Contact (POC) full names and their email addresses) as shown on the table below.

Company

Name

Contract #/

Task Order

Primary

POC

First

Name

Primary

POC Last

Name

Primary

POC

email

Secondary

POC First

Name

Secondary

POC Last

Name

Secondary POC email

Email the above information to the following email address: Omarr.Lee@dot.gov

Please note that the POCs you provide are the individuals you authorize to submit invoices to OST on behalf of your company. Your POCs will then receive a welcome letter from Delphi eInvoicing processing center with instructions on creating a Login.gov user account. This account can then be used to access the eInvoicing web-portal at http://einvoice.esc.gov .

The Vendor shall contact their COR when POCs leave their organization or will no longer be submitting invoices, with the full name, title, phone number, e-mail address, and user ID of the POC. The user ID will then be removed. If a user ID becomes inactive/times out due no activity by the POC, the Vendor shall contact their COR with the full name, title, phone number, e-mail address, and user ID of the POC to be reactivated. To prevent being timed out due to no-activity, users should login once within 45 days of their last login.

G.8 ADDITIONAL INFORMATION RELATING TO FAR 52.232-34

In accordance with FAR 52.232-34, "Payment by Electronic Funds Transfer -- Other Than Central Contractor Registration", the Department of Transportation will make payment using the Automatic Clearing House Network, unless the Contractor requests a waiver to the payment office in accordance with the clause. As stated in the clause, after award but before the first invoice or contract financing request is submitted, the Contractor shall designate a financial institution for receipt of electronic funds transfer payments.

Said submission shall be done on a Standard Form (SF) 3881. An SF-3881, with the address and name of the cognizant Department of Transportation official, is included as Attachment J-6 to the contract.

mailto:Omarr.Lee@dot.gov

G.9 ACCOUNTING AND APPROPRIATION DATA

A specified dollar-amount of obligated funds applicable toward the performance of this Solicitation’s resulting contract will be specified in that resulting contract’s Prism-generated standard contract cover form. And the funding-code(s) to be displayed in that resulting contract-document will include information such as the following:

[To Be Filled in in this Solicitation’s resulting awarded contract document]

PR No:

Budget Fiscal:

Operating Administration:

Strategic Objective:

Object Class:

Amount Obligated:

G.10 METHOD OF PAYMENT BY ELECTRONIC FUNDS TRANSFER

Payments made under this Contract shall be made via Electronic Funds Transfer (EFT). To facilitate this method of payment, the Contractor shall register in the Central Contractor Registration (CCR) database pursuant to FAR Clause 52.204-7 (FEB 2012), Central Contractor Registration. The Contractor shall remain so registered in the CCR database until final payment is submitted and made. Additionally, the Contractor shall comply with the requirements of solicitation provision52.232-38, Submission of Electronic Funds Transfer Information with Offer (MAY1999), found in full text in Section L, and resultant Contract clause 52.232-33, Payment by Electronic Transfer – Central Contractor Registration, which has been incorporated by reference in Section I, Clauses.

G.11 PAYMENT

A. Payment of Fixed Rates The Contractor shall submit monthly vouchers to the payment office in Section G of this contract for actual number of quantities provided/performed for the period listed in the of delivery order or contract. These vouchers shall be no more than 30 days in arrearage.

B. Payment of Contractor Travel Costs

See the Travel-Cost-language set forth above in Solicitation Section B.

G.11.1 BILLABLE COSTS TRACKING AND REPORTING

The Contractor shall maintain complete and accurate records of the numbers-of-influenza vaccinations actually administered to individual DOT U. S. Government Employees during each project-year and month of this contract, and shall use those records in submitting, to DOT, monthly invoices compiled according to the fully-loaded fixed-price unit-rates specified in the Pricing-Tables set forth above in Section B of this contract.

In addition, the contractor shall submit, to this contract’s COR, within 30 days after the end of each calendar-month of this contract’s performance-period, a Monthly Summary Report summarizing the numbers and dates of influenza vaccinations actually administered by the contractor to individual DOT U.S. Government Employees during the month being reported.

And the Monthly Summary Report shall also clearly highlight, as an alert to the Government’s CO and COR, any and each juncture at which this contract has reached a 75% and 90% expenditure of obligated-funding-levels.

G.12 ACCOUNTABILITY OF COSTS / SEGREGATION OF ASSIGNMENTS

This Section G.12 is reserved as a mere place-holder, since the fixed-unit-price-structure of this contract is expected to render cost-segregation moot, and since any assignment-segregation which might be needed is expected to be accomplished / reported in the contractor’s Monthly Summary Reports.

G.13 VOLUME COST SAVINGS

This Section G.13 is a mere place-holder, since no volume-cost-savings (of any importance to DOT) are envisioned in this contract’s fixed-unit-price-structure.

G.14 FUNDS AVAILABILITY

This contract does not authorize the contractor to accumulate / incur—in the contractor’s performance of this contract—cumulative billable aggregate fixed-unit-price dollar-amounts exceeding the cumulative total dollar-amount of funding obligated to this contract.

G.15 TRAVEL AND PER DIEM

None foreseen

(End of Section G)

SECTION H—SPECIAL CONTRACT REQUIREMENTS

H.1 PERSONNEL

(a) General The Government anticipates the work to be performed under this contract will involve access to sensitive and highly personal information regarding DOT employees. The dissemination of the information is strictly limited by various federal statues including the Privacy Act and Section 503(e) of the Supplemental Appropriation Act of 1987 Public Law 100-71, 101 Stat

468. Therefore, to protect the interests of affected individuals with respect to such information and data, the Contractor agrees:

1. Not to disclose any such information, or data, to other entities (i.e., TV/News Media, Other Federal Agencies, State or local Governments, Private Sector Companies, Universities, Colleges, non-profit organizations, or individuals) including other organizational elements of the contractor’s company not directly involved in the performance of this contract, without the written consent from the Contracting Officer or his/her designate.

2. To abide by the conditions of restrictive legends contained on any such data; and

3. Contractor employees shall be asked to sign a statement of nondisclosure which shall be maintained in the contractor’s employee files.

(b) The request for data may be in various forms, such as documents, notes, raw sampling data, computer tapes, photographic prints, reports, or interpretative results derived from analysis, investigative or study effort. Regardless of the form of this data, the contractor agrees that neither it nor any of its employees will disclose confidential or sensitive data or any derivatives thereof, to third parties except a pursuant to direction of the Contracting Officer.

H.2 NON-DISCLOSURE

All Contractor personnel who will be personally and substantially involved in the performance under this Contract shall execute and submit a Non-Disclosure Agreement prior to the commencement of any work. The Agreement shall prohibit the disclosure of any information that contractor employees will have access to in the performance of work under this Contract.

H.3 RESTRICTIONS ON DISCLOSURE OF INFORMATION

A. Except as authorized in writing by the Contracting Officer, the Contractor shall not disclose, orally or in writing, any:

1. Proprietary Information (that is, technical information, such as trade secrets, which is proprietary to any person or firm); or

2. Privacy Information (that is, information protected under the provisions of the Privacy Act of 1974);

3. Privileged Information (that is, financial or commercial information concerning another person or firm which is privileged or personally confidential); or

4. Government Information (that is, information or data stored, processed, or handled in providing services under this Contract or which may come into the possession of the Contractor in providing services under this Contract or which may come into the possession of the Contractor in providing services under this Contract).

B. The Contractor shall not use or access any information described in paragraph A above for any purpose other than to perform this Contract in accordance with its terms and conditions.

C. The Contractor shall obtain from each of its employees a written agreement to protect all such information described in paragraph A. above against accidental or intentional disclosure. All such agreements shall be subject to the approval of the Contracting Officer.

In addition, the Contractor shall require its employees, through appropriate training and promulgation of company policies and procedures, to comply with the provisions of this section.

D. The restrictions in this section do not apply to any information if and when such information becomes part of the public domain.

E. The Contractor shall include, or require the inclusion of, the substance of this Section in all subcontracts, including lower-tier subcontracts, unless otherwise specified in writing by the Contracting Officer.

H.4 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

[It is currently anticipated that this Solicitation’s resulting contract-awardee-company will not have access to DOT’s Network, and that the following standardized / boilerplate H.4 language will therefore remain moot and superfluous and inapplicable to that resulting contract. But because of the reality that DOT’s Security Requirements do change over time, and because of the additional reality that contract-Statements-of-Work do sometimes need to be modified during the performance of an awarded-contract, this Solicitation’s cognizant contracting officer has made a judgment to include the following standardized / boilerplate H.4 language in this Solicitation, in furtherance of his preference for full-disclosure.]

H.4.1 The Contractor shall be responsible for security for all systems connected to a Department of Transportation (DOT) network or operated by the Contractor for DOT, regardless of location. This clause is applicable to all or any part of the contract that includes information technology resources or services in which the Contractor has physical or electronic access to DOT's sensitive information that directly supports the mission of DOT. The term "information technology", as used in this clause, means any equipment or interconnected system or subsystem of equipment, including telecommunications equipment, that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This includes both major applications and general support systems as defined by OMB Circular A-l30. Examples of tasks that require security provisions include:

H.4.1.1 Hosting of DOT e-Government sites or other IT operations;

H.4.1.2 Acquisition, transmission or analysis of data owned by DOT with significant replacement cost should the contractor's copy be corrupted;

H.4.1.3 Access to DOT general support systems/major applications at a level beyond that granted the general public, e.g. bypassing a firewall.

H.4.1.4 The Contractor shall develop, provide, implement, and maintain an IT Security Plan. This plan shall describe the processes and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this contract. The plan shall describe those parts of the contract to which this clause applies. The Contractor's IT Security Plan shall comply with applicable Federal Laws that include, but are not limited to, 40 U.S.C. 11331, the Federal Information Security Management Act (FISMA) of 2002 and the E-Government Act of 2002. The plan shall meet IT security requirements in accordance with Federal and DOT policies and procedures, as they may be amended from time to time during the term of this contract that Include, but are not limited to:

(1) OMB Circular A-130, Management of Federal Information Resources, Appendix III, Security of Federal Automated Information Resources;

(2) National Institute of Standards and Technology (NIST) Guidelines;

(3) Departmental Information Resource Management Manual (DIRMM) and associated guidelines; and

(4) DOT Order 1630.2B, Personnel Security Management.

H.4.1.4 Within 30 days after contract award, the contractor shall submit the Security Plan to the DOT Contracting Officer for acceptance. This plan shall be consistent with and further detail the approach contained in the offeror's proposal or sealed bid that resulted in the award of this contract and in compliance with the requirements stated in this clause. The plan, as accepted by the Contracting Officer, shall be incorporated into the contract as a compliance document.

The Contractor shall comply with the accepted plan.

H.4.1.5 Within 6 months after contract award, the contractor shall submit written proof of Security accreditation to the DOT for acceptance by the DOT

Contracting Officer. Such written proof may be furnished either by the Contractor or by a third party. Accreditation must be in accordance with DOT Order 1350.2, which is available from the Contracting Officer upon request. This accreditation will include a final security plan, risk assessment, security test and evaluation, and disaster recovery plan/continuity of operations plan.